Pestalozzi Children‘s Foundation
emPower 2012
Monitoring & Evaluation
Lecturers:
Beatrice Schulter
Objectives
 You understand what monitoring and evaluation
are and their purpose in successful project
management.
 You know a variety of monitoring tools and you
reflect their use.
 You have an insight in different forms of
evaluation and you reflect their use.
 You are prepared to plan the monitoring and
evaluation of projects.
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 Why?
What do we need monitoring and evaluation for?
 What?
What is monitoring and what is evaluation?
 How?
What are possible monitoring and evaluation
tools?
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Why?
 Monitoring helps us to check, whether we are
effective and efficient during implementation
 Evaluation helps us to check, whether we have
been relevant, effective and efficient
 This is important to improve the quality of our
work through learning

monitoring → adjust working plans (action plan, budget)

evaluation → improve other projects / future project phases etc.
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Monitoring is…
 A continuing observation that uses
systematic collection of relevant and selected
data to provide the management and the
main stakeholders of a programme/project
with indications of the progress and
achievement of inputs, outputs, outcome as
well as the process.
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Evaluation is…

An assessment of a project with regard to its planning, implementation,
results

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Evaluation makes statements about
the relevance of planned outputs/outcome
the achievement of the outputs/outcome (effectiveness)
the efficiency of the project
the sustainability
(the impact)

Evaluation makes recommendations on the further development of the
projects
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Monitoring is a process which is…
 Focused
 Repetitive
 in time (periodic, regular)
 in content
 Monitoring is a process which asks...
 Do we do the right thing (effectiveness)?
 Do we do it the right way (efficiency)?
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Monitoring scheme
What have
we achieved?
(qualitative)
Why and how
have
we (not)
implemented
something?
Monitoring
How much have
we achieved?
(quantitative)
Process
Monitoring
(Inputs)
What output
& outcome
has our work?
What strengthens
or hinders
our work?
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Results
monitoring
Context
monitoring
Monitoring matrix
Desired outputs
Undesired outputs
Desired effects
Undesired effects
Furthering
Hindering
Furthering
Hindering
Outputs
Outcomes
Processes
Context
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How to use monitoring results?
 Project learning / Organisational learning
 Adapting plans (action plan, budget)
 Controlling
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Monitoring tools / methods / approaches
 Group work:
 What kind of monitoring
tools/methods/approaches do you know?
 Which monitoring tools/methods/approaches are
used in your organisation?
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Monitoring tools

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Work plans
Field visit
Spot-check visit
(Lessons) Observations
Participants meetings
Stakeholder meetings
PLR
Surveys
Questionnaires
Interviews

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Tests
Official data bases
Steering committees
All sort of reports
- Annual Project Report
- Quarterly Project Reports
- Reports of the Partner Organisation
- School Reports
 etc.
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Evaluation is…

An assessment of a project with regard to its planning, implementation,
results

-
Evaluation makes statements about
the relevance of planned outputs/outcome
the achievement of the outputs/outcome (effectiveness)
the efficiency of the project
the sustainability
(the impact)

Evaluation makes recommendations on the further development of the
projects
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PCF Evaluations
 Mid-term evaluations after project phases I & II
 Final evaluation after project phase III
 Country programme evaluations every 4-6 years
 PCF international programme evaluation 2007/2008
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other axis: e.g. driver
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donor led, partner led, jointly led,
participatory
Role Play: Project Evaluation
 Role play in groups of 5 persons
 Choose one of your projects in the working group
 Plan the evaluation of this project advocating for your
specific interests
 Write the most important results in terms of evaluation
results, evaluation team, area and people considered
and evaluation methods on a flip chart
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